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Administration - Board Minutes

MINUTES

December 20, 2018

The Board of Directors of Region XIV Education Service Center met in regular session at 11:30 a.m. on Thursday, December 20, 2018, at 1850 Highway 351; Abilene, Texas. 

Board members present were:  Dr. Gene Shelhamer, Barbara Pittman, Roger Huber, Don Ballard, Jay Waller, Sue Pond and Keith Watkins.

Staff members present were:  Shane Fields, Emily Jeffrey, Angie Mendoza, Rose Burks, Emilia Moreno, Lisa White, Cody Carson and Melissa Morales.

Dr. Shelhamer called the meeting to order at 11:30 a.m.

Minutes were approved on a motion by Roger Huber and second by Barbara Pittman.

Motion passed unanimously.  (Minutes are attached to and made a part of this record.)

The Financial Audit Report was presented by Mr. Jeremy Stevens of Eide Bailly. Mr. Stevens shared with the Board that all financial statements were presented fairly in all material respects and ended in conformity with accounting principles generally accepted in the United States of America.  There was a change in accounting principle due to GASB Statement No. 75, Accounting and Financial Reporting for Postemployment Benefits Other Than Pensions, which resulted in a restatement of the net position as of September 1, 2017.  Business-type activities for enterprise funds had previously been reported as internal service funds, a restatement to beginning net position has been made to correct this. Mr. Roger Huber made the motion to accept the report and Sue Pond seconded the motion. Dr. Shelhamer thanked Mr. Stevens for their hard work as well as Mrs. Emily Jeffrey. Motion passed unanimously. (The Financial Audit Report is attached to and made a part of this record.)

The Board Report was presented by Mrs. Emily Jeffrey and approved on a motion by Keith Watkins and second by Don Ballard.  Motion passed unanimously.  (Board report is attached to and made a part of this record.)

Mr. Fields presented the Policy Update #23 to the Board and it was approved on a motion by

Mr. Roger Huber and second by Mr. Keith Watkins.  Motion passed unanimously.  (Policy Update #23 is attached to and made a part of this record.)

Mrs. Angie Mendoza presented the following budget reports:  West Head Start Budget, West Early Head Start, East Head Start, East Early Head Start, and the Early HS Expansion. The Board was given an opportunity to discuss the budgets and to ask questions.  Sue Pond made a motion to approve all the Head Start Budgets as presented and Barbara Pittman seconded the motion.  Motion passed unanimously.  (Head Start Budgets are attached to and made a part of this record.)

Mrs. Angie Mendoza presented the Head Start credit card statement.  This is information only and no action is required.

Mrs. Angie Mendoza presented to the Board information regarding Brownwood ISD.  BISD has decided that they will not continue with Early Head Start.  Region 14 ESC will meet with them and Region 15 in January 2019.  Ms. Mendoza also stated that Region 14 ESC will also meet with Sweetwater ISD in January 2019 regarding Early Head Start.

Mrs. Angie Mendoza presented Policy and Procedure 1302.45 Child Mental Health & Social and Emotional Well-Being to the Board and it was approved on a motion by Jay Waller and second by Barbara Pittman.  Motion passed unanimously.  (Policy & Procedure 1302.45 Child Mental Health & Social and Emotional Well-Being is attached to and made a part of this record.)

Mrs. Angie Mendoza presented Policy and Procedure 1302.45(a)(1), (b)(1-6) Head Start Child Mental Health & Social and Emotional Well-Being  to the Board and it was approved on a motion by Barbara Pittman and second by Keith Watkins.  Motion passed unanimously.  (Policy & Procedure 1302.45(a)(1), (b)(1-6) Head Start Child Mental Health & Social and Emotional Well-Being is attached to and made a part of this record.)

Mrs. Angie Mendoza presented Policy and Procedure 1302.47(b)(5)(iii) Active Supervision to the Board and it was approved on a motion by Roger Huber and second by Sue Pond.  Motion passed unanimously.  (Policy & Procedure 1302.47(b)(5)(iii) Active Supervision is attached to and made a part of this record.)

Mrs. Angie Mendoza presented Policy and Procedure 1302.61(b),(c) & 1302.63 Children with Disabilities to the Board and it was approved on a motion by Don Ballard and second by Barbara Pittman.  Motion passed unanimously.  (Policy & Procedure 1302.61(b),(c) & 1302.63 Children with Disabilities is attached to and made a part of this record.)

Mrs. Angie Mendoza presented Policy and Procedure 1302.33(a)(1)(2)(3)(4) & 1302.61, 1302.63 Screenings to the Board and it was approved on a motion by Sue Pond and second by Barbara Pittman.  Motion passed unanimously.  (Policy & Procedure 1302.33(a)(1)(2)(3)(4) & 1302.61, 1302.63 Screenings is attached to and made a part of this record.)

Mrs. Angie Mendoza presented Policy and Procedure 1302.102(d)(1) Reporting Systems to the Board and it was approved on a motion by Sue Pond and second by Jay Waller.  Motion passed unanimously.  (Policy & Procedure 1302.102(d)(1) Reporting Systems is attached to and made a part of this record.)

Mrs. Angie Mendoza shared the Head Start/Early Head Start project summary for applying for Grant No. 06CH7152 Reauthorization for Region 14 ESC Head Start/Early Head Start grant.  Barbara Pittman made a motion to approve the grant application and Roger Huber seconded the motion.  Motion passed unanimously.  (Grant No. 06CH7152 grant reauthorization form is attached to and made a part of this record.)

Mrs. Angie Mendoza presented a Change in Scope – Enrollment Reduction to the Board and it was approved on a motion by Don Ballard and second by Sue Pond.  Motion passed unanimously.  (Change in Scope – Enrollment Reduction is attached to and made a part of this record.)

Angie presented the Head Start monthly reports which included enrollment/child count, attendance list, USDA Meals and Snacks, Policy Council Minutes, the Director’s Report, Incidents at Colorado City, Sweetwater and Brownwood, Communication from the Office of Head Start, and Delegate Information – Policy Council Minutes and Director’s Report.  (These items are attached to and made part of this record.)

Mrs. Mendoza provided training on Poverty Guidelines and Determining Eligibility for Head Start Programs. 

Mr. Fields informed the Board that Paula McDuff, Head Start nurse has resigned and we will post her position soon after Christmas.  We will bring her resignation to the next board meeting for official action.

Dr. Shelhamer spoke to the Board about the Executive Director’s performance evaluation process and stated we typically mail out the instrument and address it at this meeting but this time, we received the evaluation instrument at the meeting and the Board was asked to return their forms to Dr. Shelhamer in the self-addressed stamped envelope provided. Action on Mr. Field’s evaluation will be taken at the next meeting.

Mr. Fields called attention to the Election Terms of Dr. Shelhamer and Mrs. Kay Hamlin.  Filing notices will be published in the newspapers the end of January and the filing period will be February 1-20. 

The Board was given a schedule for the NSBA conference in Philadelphia on March 30-April 1, 2019.  We will need to look at flight information pretty soon to get the best price on flights. Mr. Fields asked the Board to let us know if you will not be attending.

Mr. Fields stated the TEA visit with the Commissioner went well.  He said the feedback from the Commissioner was good, positive and minimal.  Mr. Fields will meet with the Commissioner on January 7th while he is in Austin for about a 1-hour meeting if he is available.

Mr. Fields stated he would like the board to see the presentation that was presented to the Commissioner.  He stated Head Start did a great job on this presentation.  The board was shown the presentation as they enjoyed their meal.

Mr. Fields wished everyone a Merry Christmas and had a gift for each one to take.

There being no further business, the meeting was adjourned at 12:38 p.m. on a motion by

Mr. Keith Watkins and seconded by Jay Waller.

Approved:___________________________________

Chairman:___________________________________

Secretary:______________________________________

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